Exception Process: Additions to Stock

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1 Exception Process: Additions to Stock Contents Purpose... 2 Identify the budget information related to the Plant/Storage Location... 3 Transaction Codes (T-Codes):... 4 Recommendation... 4 Movement type Z Step-by-Step instructions... 6 Movement type Step-by-Step instructions Subsequent steps (1) Batch Managed Materials (2) Serialized Materials (3) Goods received in to a storage location linked to a warehouse (4) Check the stock level after the posting (5) Need to cancel the receipt into stock Last Modified: Exception Cases: Addition to Stock 1/17

2 Purpose The purpose of this document is to provide guidance for performing additions to stock in the exception scenarios described below. At Umoja Go-Live, the receipt of stock into inventory is possible only in the following modality: Goods Receipt against a vendor PO for stock Goods Receipt against an internal Stock Transport Order After C3/C4 go-live, however, the following exception scenarios have been determined: Stock items received against Purchase Orders converted in Umoja without Material Master Stock items not reported during the inventory conversion process Goods received upon completion of a construction contract (e.g. construction materials in excess that would be used for repair, maintenance) Goods received with reference to a service contract (e.g. spare parts that would be used for repair, maintenance) Receipt of PO delivery overage at no cost The movement types indicated in the table below have been implemented in Umoja in order to be able to manage the above exception scenarios: Scenario Movement Type Value Accountability for transaction (Umoja User Role) Budget Relevance Stock items received against Purchase Orders converted in Umoja without Material Master Z21 - Add to Stock (Val) -At the PO value - Senior Asset Accountant Statistical Stock items not reported during the inventory conversion process Z21 - Add to Stock (Val) -At the MAP, if existing in plant -At PO or at a fair market value, if not existing in the plant -At zero, if used - Senior Asset Accountant Statistical Goods received upon completion of a construction contract (e.g. construction materials in excess that would be used for repair, maintenance) Z21 - Add to Stock (Val) -At the MAP, if existing in plant -At a fair market value, if not existing in the plant -At zero, if used - Senior Asset Accountant Statistical Goods received with reference to a service contract (e.g. spare parts that would be used for repair, maintenance) Z21 - Add to Stock (Val) -At the MAP, if existing in plant -At a fair market value, if not existing in the plant -At zero, if used - Senior Asset Accountant Statistical Receipt of PO delivery overage at no cost Delivery w/o charge -At zero (will decrease the MAP) - Inventory Senior user Statistical Last Modified: Exception Cases: Addition to Stock 2/17

3 Movement type Z21 With the movement type Z21 it is possible to add items to stock and specify a value for the receipt. This movement type can be used only in the scenarios indicated in the above table. Note: If this relates to an error performed when raising a PO, the PO MUST be corrected before goods receipt. This movement type would only be used in cases where the PO could not be corrected. Budget relevance The movement type Z21 is not relevant from a budget perspective (statistical) Value of the items returned to stock The movement types allow specifying a value for the items returned to stock. This is applicable only to new (untouched, never used) items. The value to be indicated is to be determined based on the criteria illustrated in the above table. Responsibility The movement type Z21 can be executed by a staff member assigned with the Umoja User Role Senior Asset Accountant ; the Inventory Senior User responsible for the stock to be added will a) support assessing the status of the goods as new / old and b) assist the Senior Asset Accountant preparing and executing the transaction in Umoja. The Inventory Senior User can create a Stock Reservation to be used as a reference to facilitate the execution of the goods receipt. Account Assignment When executing the movement type Z21, the account assignment will indicate the Fund / Fund Center related to receiving Plant / Storage Location Movement type 511 With movement type 511 it is possible to perform receipt of PO delivery overage at no cost. The items that are delivered in excess are therefore received with value = 0. Budget relevance The movement type 511 is not relevant from a budget perspective (statistical) Value of the items returned to stock The items that are delivered in excess are received with value = 0 Responsibility The movement type 511 can be executed by a staff member assigned with the Umoja User Role Inventory Senior user Account Assignment When executing the movement type 511, the account assignment will indicate the Fund / Fund Center related to receiving Plant / Storage Location Identify the budget information related to the Plant/Storage Location Movement types Z21 and 511 require identification in the Umoja transaction of the Fund/Funds Center(Cost Center) relevant to the Plant and Storage Location (SLOC) of the receiving location. The list Last Modified: Exception Cases: Addition to Stock 3/17

4 of Fund/Fund Centers and Functional Areas linked to Plants and Storage Locations is available on iseek at the following link: Storage%20Locations%20Design%20FM%20Der ivations_may11.pdf?version=1&modificationdate= &api=v2 Transaction Codes (T-Codes): MIGO MB21 (if a stock reservation is created as a reference for the MIGO Goods Movement) The Step-by-Step instructions below refer to the execution of the MIGO transaction. The execution of the MIGO may be preceded by the creation of a Stock Reservation that can be used as a reference in the MIGO. The Inventory Senior User can create the Stock Reservation with t-code MB21. Instructions on how to create a Stock Reservation are available in the Umoja Training on iseek: e%2c%20certify%20and%20approve%20reservations%20for%20inventory_v1.2.pdf?version=1&modifi cationdate= &api=v2 Recommendation Due to the exceptional and integrated characteristics of the processes described in this document, it is recommended to raise an ineed ticket to Umoja for consultation on the most appropriate approach. Movement type Z21 User: Senior Asset Accountant Data Preparation It is recommended to have the following data prepared in advance to successfully complete the process; the Inventory Senior User or other staff members with the required system knowledge may assist the Senior Asset Accountant in preparing the data for movement types Z21 Movement Type Plant Storage location Z21 - Add to Stock (Val) Umoja Plant where the goods are to be received into stock. Example: KE00 Umoja Storage Location in the Plant where the goods are to be received into stock. Example: for Plant KE00, Storage Location 4101 Last Modified: Exception Cases: Addition to Stock 4/17

5 Reason code Code to indicate the reason why the goods are to be received in stock. Examples: Correction of data conversion 0002 Goods from Construction Contract 0003 Goods from Service Contract left over Fund Fund Center This indicates the Fund linked to the Plant and Storage Location where the goods are to be received. Example: 10RCR This indicates the Fund Center linked to the Plant and Storage Location where the goods are to be received. Example: The detailed information related to the materials to be added to stock is required; the information will have to be indicated by the responsible Inventory Senior User. Value of items to be received into stock The value at which the items will be received is to be reviewed and validated by the Senior Asset Accountant (and in accordance with IPSAS), based on the indications included in the table at page 1 and summarized below: New items (never used): At PO value in case of data conversion error: if the goods had been expensed at time of goods receipt and should have been instead received into stock, the value should reflect the value indicated in the relevant legacy Purchase Order. At the MAP, if existing in Plant: if the materials to be received in stock have a MAP (Moving Average price) in the Plant, the MAP is the value to be indicated in the transaction. At a fair market value, if not existing in the Plant: if the materials to be received in Stock have never been in the Plant, therefore there is no MAP a fair market value is to be assessed and specified in the transaction. Old items (used): At zero, if used: if the materials to be received in stock are not new, i.e. are used, their valuation type will be set as either OLD_SUPP or OLD_SPARES and the value to be indicated in the transaction is zero. Details of the materials to be received In the table below an example of the type of information that is to be prepared in order to execute the addition to stock: # Material Number Qty Estimated Total Value for material quantity Valuation type for split valuated materials Batch info (vendor batch, expiration Last Modified: Exception Cases: Addition to Stock 5/17

6 to be returned date) (Maint Kt:Desalination Unit Elect) $ (unit price 50) NEW_SPARES (Fire Extinguisher,CO2,5kg,Std Hndhld) 3 90 $ (unit price 30) NEW_SUPP (Atropine Sulphate:Inj,0.600mg/1ml) $ (unit price 1.5) ABC123, Step-by-Step instructions Details on the MIGO transaction can be found on the Umoja Training website, Logistics Execution training documentation. Below is a description of the specific steps for t-code MIGO with movement type Z21 In order to facilitate the execution of the posting, the Inventory Senior User can create a Stock Reservation with t-code MB21. In the Stock Reservation the Inventory Senior user specifies all the details that are inherited in the MIGO transaction (with the exception of the serial numbers for serialized materials that have to be specified in the MIGO transaction). The step-by-step instructions below refer to the execution of MIGO without a preceding Stock Reservation. Open t-code MIGO (1). From the drop-down, select Goods Receipt (2) and Other (3). Specify movement type Z21 and press Enter (4). In Detail Data section choose tab Material (5), specify the relevant material number and press Enter (6). Click on tab Quantity (7): Last Modified: Exception Cases: Addition to Stock 6/17

7 If the material is Split Valuated, please indicate the Valuation Type in Valuation Type field in the Material Tab. The material can be in new condition (the valuation type will be either NEW_SUPP or NEW_SPARES ) or used (the valuation type will be either OLD_SUPP or OLD_SPARES ). On tab Quantity specify the quantity (1) of the material and its value (refer to Data Preparation section) (2). Choose tab Where (3): On tab Where specify the destination plant (1), storage location (2) and reason for movement (3) (refer to Data Preparation section). Last Modified: Exception Cases: Addition to Stock 7/17

8 Press Enter and choose tab Account Assignment (5): On tab Account Assignment, specify the Fund (1) and Cost Center (2) linked to the plant /storage location. Do not enter G/L account ; this is defaulted by the system. Note: the fund is specified in the pop-up box. Depending on the type of the material (e.g. batch managed, serialized) different types of information are to be specified. In case the material is batch managed the system will display the Batch tab. Do not enter any value in the Batch field (1), the system will automatically assign a unique batch number; in the field Date of Manufacture (2) specify the manufacture date if known/available; in the field SLD/BBD (3) indicate the batch expiration date / best before date if known / available: Last Modified: Exception Cases: Addition to Stock 8/17

9 If the material is serialized (e.g. equipment), the system will display the tab Serial Numbers. Check the tick box Create Serial Nos Automatically checkbox (1) on tab Serial Numbers. After posting of Addition to Stock, it might be required to activate newly created equipment records, see corresponding instructions in the section Subsequent Steps. If additional materials need to be included in Goods Receipt click Next Item (2) and fill information for the new material as described above. After all materials are entered, click Check to check if all information is correct and complete; if so, click Post (4): Upon posting, Material Document and Accounting Documents are created for the addition to stock. Last Modified: Exception Cases: Addition to Stock 9/17

10 IMPORTANT NOTE: Accounting documents are generated only for Materials received with a value. The Materials with zero value do not generate any Accounting document. Goods Movement Print-out For every goods movement the system will print a Goods Issue / Transfer form. The form will indicate the movement type, the plant and storage locations, the materials and quantity, etc. Last Modified: Exception Cases: Addition to Stock 10/17

11 Movement type 511 User: Inventory Senior User Data Preparation Movement Type Plant Storage location Text Vendor Fund Fund Center Delivery w/o charge Umoja Plant where the over-delivery items are received into stock. Example: KE00 Umoja Storage Location in the Plant where the over-delivery items are received into stock. Example: for Plant KE00, Storage Location 4101 Short description of over-delivery reason and/or reference to the original PO Vendor Number of the PO to which the over-delivery at no cost refers This indicates the Fund linked to the Plant and Storage Location where the goods are to be received. Example: 10RCR This indicates the Fund Center linked to the Plant and Storage Location where the goods are to be received. Example: Details of the materials to be received In the table below the type of information that is to be prepared in order to execute the addition to stock: # Material Number Qty Valuation type for split valuated materials Batch info (vendor batch, expiration date) (Maint Kt:Desalination Unit Elect) (Fire Extinguisher,CO2,5kg,Std Hndhld) (Atropine Sulphate:Inj,0.600mg/1ml) 2 NEW_SPARES 3 NEW_SUPP 10 ABC123, Last Modified: Exception Cases: Addition to Stock 11/17

12 Step-by-Step instructions Note: the transaction used in this exception process is an Inventory Management transaction described in the relevant User Guides; please refer to Umoja Training website to access Logistics Execution training documentation. The below instructions describe the specific steps for t-code MIGO with movement type 511. Execute t-code MIGO. From the drop-down, select Goods Receipt (1) and Other (2). Specify movement type 511 and press Enter (3). In the Detail Data section choose tab Material (4), specify the relevant material number and press Enter (5). If the material is Split Valuated, please indicate the Valuation Type in Valuation Type field (6) in the Material Tab. Note: Since in this scenario the goods are over-delivery with reference to a Purchase Order, the valuation type should be either NEW_SUPP or NEW_SPARES. Click on tab Quantity (7): On tab Quantity specify the quantity (1) of the material (refer to Data Preparation section). Choose tab Where (2): Last Modified: Exception Cases: Addition to Stock 12/17

13 On tab Where specify the destination plant (1), storage location (2) and description/reason for over delivery with reference to the PO number(3) (refer to Data Preparation section). Press Enter and choose tab Partner (4): On tab Partner specify the vendor number (1) supplying the goods/materials to be received. This information refers to the PO against which the quantity overage is being received in inventory: Depending on the type of the material (e.g. batch managed, serialized) different types of information are to be specified. In case the material is batch managed the system will display the Batch tab (1). If the overage quantity received refers to a batch created with the regular goods receipt against PO, specify the batch number generated during the regular goods receipt; if the goods belong to a brand new batch, do not specify any value since the system will automatically create a new unique batch number. In the latter case, it may be necessary for the Inventory Senior User to include further batch details, such as expiration date. Refer to the section Subsequent Steps for further details. Last Modified: Exception Cases: Addition to Stock 13/17

14 If the material is serialized, the system will display the tab Serial Numbers (1); Check the tick box Create Serial Nos Automatically checkbox (2) on tab Serial Numbers. After posting it might be necessary to activate newly created equipment records, refer to the Subsequent Step section. If additional materials need to be included in Goods Receipt click Next Item (1) and fill in relevant information for the new material as described above. After all materials are entered and approved Ok (2), click Check (3) to check if all information is correct and complete and if so, click Post (4): Last Modified: Exception Cases: Addition to Stock 14/17

15 Upon posting, a Material Document is created for the addition to stock. Since, in this scenario, the items are received at zero value, the posting does not generate accounting documents. Goods Movement Print-out For every goods movement the system will print a Goods Issue / Transfer form. The form will indicate the movement type, the plant and storage locations, the materials and quantity, etc. Subsequent steps After the MIGO transaction is posted: After the MIGO transaction is completed, further steps may be required depending on the specific scenarios. The relevant Umoja Users will perform the next steps. (1) Batch Managed Materials User: Inventory Senior User After the posting is completed, it may be necessary for the Inventory Senior User to include further batch details such as expiration date or vendor s batch number (refer to Job Search, Display and Change Batch Material, available at the below link): 0and%20Change%20Batch%20Material_v2.pdf?version=1&modificationDate= &api=v2 (2) Serialized Materials User SD10: Equipment Master Data Maintainer or SD11: Global Equipment Master Data Maintainer After the posting is completed, it is necessary for the user with role SD10: Equipment Master Data Maintainer or SD11: Global Equipment Master Data Maintainer to activate the equipment view for the newly created serial number records (refer to Job Equipment Creation Post Go-Live, available at the below link: ion_%20post_go-live_v1.4.pdf?version=1&modificationdate= &api=v2 ) (3) Goods received in to a storage location linked to a warehouse User: Warehouse Senior User / Warehouse User If the destination storage location is linked to a warehouse, the Warehouse Senior user will take care of putting the items away by creating the corresponding transfer order. The Warehouse user will complete put-away process and confirm the Transfer Order. (4) Check the stock level after the posting User: Inventory User/Senior User Last Modified: Exception Cases: Addition to Stock 15/17

16 1. Execute transaction MB52 2. Select the Plant 3. Enter the Materials in the Multiple Selection for Material: 4. Execute the report. The report will show for each of the storage locations the quantity and the value of the selected materials: The quantity of stock is increased as specified in the Stock Reservation / MIGO goods movement. (5) Need to cancel the receipt into stock User: Senior Asset Accountant (movement type Z22) or Inventory Senior User (movement type 512) If the addition to stock needs to be reversed, open t-code MIGO, choose Cancellation (1), Material Document (2), specify the number of the material document that needs to be reversed (3), year of the document (4) and click Execute (5). Click Item Ok (6) for all items in the document, check if document is good to cancel (7); if so, post the document (8): Last Modified: Exception Cases: Addition to Stock 16/17

17 After reversing the Addition to Stock, it might be necessary to manually de-activate the newly created equipment records, see corresponding instructions in the section Subsequent Steps, (2) Serialized materials. Last Modified: Exception Cases: Addition to Stock 17/17

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